Create Authority Records: Personal Name, Corporate, Conference

Click on Create Authority (the pencil point icon). On the set properties tab in WorkFlows, the format should be PERSONAL for personal names, CORPORATE for corporate headings, and MEETING for conference names. Authorization level should be AUTHORIZED, and source MUS.

Fixed fields:

REC_TP record type. z= authority data.

ENC_LVL encoding level. n =complete authority record

STATUS n =new

ENTRD date entered. Enter the date you created the record. Use the format YYMMDD; July 16, 2003 would be entered 030716.

REF_EVA reference evaluation. Indicates whether 4xx/5xx references were formulated by same rules used to formulate the 1xx. a- references created by rules used to formulate 1xx n- n/a (there are no cross references)

UPD_PRO record update in process a =record can be used

UNIQNAM type of name headinga =differentiated name (this will apply to most personal names) b =undifferentiated name (e.g., A concerned citizen. If you need to create a record for a phrase like this used in place of a name, please see your project supervisor.) Also used for records that are for multiple authors with the same name.n =not a personal name heading; use for corporate or conference names.

LEV_ES level of establishment (extent to which heading conforms to the conventions used to establish it)a= fully established

MOD_REC modified record blank =not modified

SOURCE cataloging source d= other (used for locally created records)

Variable fields:

040 Cataloging source. Always use MUS|cMUS. We use the MARC21 code MsHaU only for NACO records.

100 1 Personal name heading. (First indicator for personal names is always 1. A family name, such as Jones family, would have a first indicator of 3. The second indicator is always blank.) This field does not end with a period. Use the form of heading found on the printout, with the following exceptions: 1. Drop titles of address, such as “Mr.” or “Mrs.,” that appear in |c. These terms are no longer used in cataloging unless no forenames are available for the person. Remove the terms from the heading in the bib record. Do not drop honorary titles (such as “Sir ”) that appear in |c. 2. Drop terms that show the function the person performed with regard to the work, such as |e ill. Or |4prf. They should remain in the bib records, but not be added to the authority record. 3. Some older headings show a married woman's maiden name in parentheses, e.g. Smith, Emma (McBride). Remove the parentheses when creating the authority record, and correct the corresponding bib record(s). 4. If the heading has an open 19th century birth date such as 1890-, change the date to b. 1890 when you create the authority record.Be sure to correct the bib record(s) also. (Note: existing authority records in Validator with open 19th century dates will not be changed.)

110 Corporate name heading. First indicator: 1 if heading consists of a jurisdiction plus subordinate bodies, e.g. Mississippi.|bDept. of Transportation First indicator: 2 if the corporate name is in direct order, e.g. Mississippi Library Commission

111 Conference name heading. First indicator 2.

4xx (400, 410, 411, 430) “See” reference. Refers the catalog user from an invalid form of the name to the authorized form. Examples of names that need cross references:

Hyphenated surnames

100 1 Jones-Smith, Anna 400 1 Smith, Anna Jones-

Compound surnames

100 1 Hernández Borjas, Raúl 400 1 Borjas, Raúl Hernández

Surnames with prefixes

100 1 Normand, Michel de,|d1926- 400 1 De Normand, Michel,|d1926-

Names with first name represented by an initial when the full name is known

Do not create cross references without consulting a librarian.

5xx (500, 510, 511, 530) “See also” reference. Refers the catalog user from one valid heading related to the form in the 1xx) to another. Do not create see also references without consulting a librarian.

667 Nonpublic general note. We will use this note field for the initials of the person who created the authority record and the date the record was created. If you are working from a monthly authority report, just put your initials and the date. If you are working on MARCIVE cleanup, add the word MARCIVE, a slash, your initials, and the date, e.g. MARCIVE/kw 2/27/03.

670 Source of data. There are no indicators. Give the title of the work containing the heading in our bib file, followed by the date of publication. (We do not include the title page citation because we do not have the book in hand when creating these records.) If the bibliographic record is for a format with a GMD (e.g. microform, videorecording, sound recording) in the 245 field, add an abbreviation for the format in brackets before the date in the 670 field, for example: